Payroll Specialist

Payroll Specialist

The Payroll Specialist is responsible for the accurate and timely processing of payroll across Proven IT's growing portfolio of entities. This role is ideal for a detail-oriented payroll professional who thrives in a fast-paced, compliance-driven environment. Experience with benefits and 401(k) administration is a plus and offers opportunity to expand your scope within the role.

Key Responsibilities:

• Process semi-monthly payroll accurately and on time across multiple entities
• Complete system onboarding for new hires and rehires, ensuring accurate setup across all payroll and benefits platforms (Paylocity, Employee Navigator, Principal)
• Verify I-9 documentation and submit E-Verify cases in a timely manner
• Support accurate worker classification in accordance with federal, state, and local regulations (exempt/non-exempt; salaried/hourly)
• Process salaries, bonuses, commissions, garnishments, child support orders, tax levies, 3rd party sick pay, and other supplemental wages
• Ensure accurate tax withholding, remittance, and net pay calculations across all applicable jurisdictions
• Calculate final pay for employee terminations in compliance with state-specific wage payment laws
• Assist with internal and external audits and support ongoing compliance with wage and hour laws and payroll regulations
• Monitor federal, state, and local legislative changes related to payroll and flag required updates to leadership
• Support internal controls, fraud prevention protocols, disaster recovery procedures, and record retention policies
• Assist with year-end processing, reconciliations, W-2s, ACA 1095-C filings, and payroll system audits
• Maintain working knowledge of Paylocity, Employee Navigator, Principal, and the Time Report application to support day-to-day payroll operations
• Review employee timecards for accuracy, proper job coding, and overtime calculations
• Collaborate with internal teams to resolve timekeeping discrepancies and end-user issues
• Identify and recommend improvements to payroll, timekeeping, and benefits workflows to enhance efficiency and accuracy
• Track FMLA leave usage and ensure accurate benefit premium payments for employees on leave
• Support FAMLI leave administration for Proven IT Colorado, including quarterly payment processing to ShelterPoint
• Handle all payroll-related data with the utmost confidentiality and discretion
• Serve as a reliable resource for employees by providing clear, timely responses to payroll-related questions and issues
• Perform additional duties and special projects as assigned

Requirements

Required Qualifications:

• Bachelor's degree in Accounting, Human Resources, Business Administration, or a related field preferred
• 25 years of payroll processing experience
• Working knowledge of payroll tax compliance, garnishments, and wage & hour law
• Exposure to multi-state or multi-entity payroll environments
• Proficient in MS Office, particularly Excel
• Strong attention to detail and ability to manage multiple priorities under deadlines
• Ability to handle sensitive employee and company data with strict confidentiality
• Valid driver's license and reliable transportation

Preferred Qualifications:

• Experience with Paylocity preferred; familiarity with Employee Navigator and Principal a plus
• Prior experience with benefits administration or 401(k) processing
• Familiarity with FMLA, FAMLI, or other leave administration programs

Physical Requirements:

• Extended computer and desk-based work
• Frequent handling of office and payroll documents
• Ability to sit for prolonged periods
• Ability to lift up to 15 lbs (e.g. payroll materials, printouts)

Benefits:

GROUP HEALTH INSURANCE: After a 30-day waiting period, full-time employees (who work at least 30 hours per week) and their dependents, are eligible to enroll in health benefits utilizing the Cigna network. Health options include a choice of 2 PPO plans or a High Deductible Health Plan with employer contributions to a Health Savings Account (HSA). In addition, Dental benefits are available as well as a Vision PPO plan utilizing the EyeMed network. Proven also offers voluntary worksite benefits including critical illness, hospital indemnity, accident coverage, short-term disability insurance, supplemental life and pet insurance. Additional offerings include an employee discount program, home and auto insurance services and commuter/transit FSA.

EMPLOYER PROVIDED LIFE/AD&D INSURANCE: After a 30-day waiting period, Proven IT provides a flat $25,000 Life Insurance benefit, administered by BlueCross BlueShield, to all full-time employees (who work at least 30 hours per week). Accidental Death & Dismemberment (AD&D) benefit payments are determined based on the type of loss incurred and are payable up to the full Life Insurance benefit amount. Life and AD&D Insurance coverage amounts are reduced at ages 65, 70 and 75.

EMPLOYER PROVIDED LTD: Long-Term Disability (LTD) insurance is an employer-provided benefit and provides protection from loss of income in the event that an employee is unable to work due to illness, injury, or accident for a long period of time. The elimination period is 90-days, and the maximum benefit is 60% of covered payroll up to $6000/month. This benefit is paid entirely by Proven IT and has no cost to the employee.

EMPLOYEE ASSISTANCE PROGRAM: All employees may utilize the Disability Resource Services through BlueCross BlueShield of Illinois to assist themselves and their immediate family with convenient resources to help address emotional, legal and financial issues. Telephonic counseling and web-based services are available as well as a limited number of geographically accessible face-to-face sessions.

401K PLAN: All employees are eligible after 120 days of service to contribute on either a pre-tax or post-tax (Roth) basis to the 401K plan, administered by Principal Financial Services. Proven offers an employer match equal to 100% of the first 3% of deferrals plus 50% of the next 2% of deferrals.

FINANCIAL ADVISORY SERVICES: Proven IT partners with Merrill Lynch to offer financial advisement to all employees. Merrill Lynch financial advisors are available to assist employees at no cost, with their 401k and retirement questions.

PERMISSIVE TIME OFF POLICY: Proven provides a competitive paid time off policy for all full-time regular employees after a 90-day waiting period. Proven IT empowers their employees to work with their managers and team to coordinate all time off. Managers may impose a limit to requests for time off based on performance and tenure.

PARENTAL LEAVE: Proven IT offers a generous parental leave policy for new parents. After 24-months of employment, Proven provides full-time regular employees with 90-days of paid Maternity leave and 10-days of paid Paternity leave. Employees with less than 24-months of service may take the same amount of unpaid time off.

FITNESS CENTER: Proven IT offers a free on-site fitness center at the Tinley Park headquarters office location to all employees 24/7 Monday through Sunday. Employees utilize the gym equipment at their own risk.

Proven IT is an Equal Opportunity Employer. We are committed to creating a diverse and inclusive workplace and welcome applicants from all backgrounds. All employment decisions are based on qualifications, merit, and business needs. If you need assistance or accommodation during the hiring process, please contact us.

This job description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.